LESSON 13

THE FUNCTIONS AND

ACTIVITIES
OF THE LABORATORY
SAMPLE RECEPTION AREA
LEARNING OUTCOMES
Learning Outcomes
At the end of this lesson, the students must be able to:

1. state the functions of the laboratory sample reception area;

2. explain the specific duties of the laboratory receptionist;

3. enumerate the essential information to be reflected in the laboratory request form;

4. discuss the principles and applications of the laboratory computer systems in the
sample reception area; and

5. fill in the laboratory sample receipt/tracking logbook.

LEARNING GUIDE
Learning Guide
INFORMATION SHEET 13.0
The Functions of the Laboratory Sample Reception Area

The flow of work in the laboratory usually starts in the sample reception area of
the medical laboratory. Various types of samples ranging from blood to other
non-blood specimens are received in this area. It is important that these samples
are properly handled and there is no room for any mistakes.

A medical laboratory assistant or laboratory receptionist is usually

assigned in this department to process the receipt and identify and prepare the
laboratory request of samples for testing. He/She helps ensure that results are
forwarded to the patient and physician in an accurate and timely manner. He/She may
also undertake clerical and telephone duties.
The Specific Duties of the Laboratory Receptionist
The laboratory assistant assigned in the sample reception area is usually called the
“laboratory receptionist.” He/She performs office tasks related to handling laboratory test results
and other reports completed in the laboratory or those received from other laboratories. His/Her
primary duties include but not limited to the following:

1. Process the receipt, identification, preparation of samples, and

requests entering the medical laboratory.
2. Maintain an accurate log (using a specimen tracker system) after
identification, preparation, and dispatch to the proper laboratory
section.
3. Advise and alert the appropriate laboratory section about the urgent
samples, frozen samples, and samples that require special handling.
The Specific Duties of the Laboratory Receptionist

4. Be knowledgeable in handling the laboratory computer

system and confidently use test libraries, intranet, and referral
data during data entry.
5. Take care of the scanning, filing, and archiving of laboratory
request forms and other pertinent documents and records.
6. Be able to handle incoming calls and use the features of the
telephone system in holding and transferring calls to the
different sections and offices of the laboratory.
The Specific Duties of the Laboratory Receptionist
7. Keep himself/herself updated on the current trends
related to the performance of his/her duties.

8. Maintain the level of service and professionalism by

ensuring the completeness and timeliness of all
procedures through regular documentation.

9. Attend to and handle queries about the samples

and requests in a timely and professional manner.

10.Acquire knowledge on how to operate the pieces

of equipment that are used in the laboratory reception
area.
Essential Patient/Client Information
Reflected in the Laboratory Request Form
The laboratory uses a request form (LRF) as a document
that serves as its communication link not only to the requesting
physicians but also to the other users of laboratory services.

It is important to ensure that the clinical information in

these request forms are accurate, adequate, and free from
errors because they will have a significant impact on the
laboratory results and on the diagnosis and treatment of
patients.
Essential Patient/Client Information
Reflected in the Laboratory Request Form

The World Health Organization has provided a template

for the laboratory request form in Laboratory Quality Stepwise
Implementation Tool Program.

The template includes the following sections:

1. Name of the form includes the name of the laboratory and

receiving date of the specimen being handled.
Essential Patient/Client Information
Reflected in the Laboratory Request Form
2. Patient details include the patient’s personal information such
as his/her name, address, telephone number, date of birth, and
gender.
Essential Patient/Client Information
Reflected in the Laboratory Request Form
3. Requester details contain the information about the
personnel or company that made the request. The name of the
personnel, the company he/she represents, and the contact details
such as the address and phone number should be indicated.
Essential Patient/Client Information
Reflected in the Laboratory Request Form
4. Sample details provide information about the specimen
being handled. They show the date and time when the sample was
taken, its urgency, if it involved fasting, as well as the specific
type of specimen provided.
Essential Patient/Client Information
Reflected in the Laboratory Request Form
5. Relevant clinical information shows other relevant details
such as drug therapy, the last dose including the date and time,
and other pertinent clinical information.
Essential Patient/Client Information
Reflected in the Laboratory Request Form
6. Examination
requested shows a list
of possible tests that
could be conducted or
provided. Cervical
cytology request should
also be ticked if
needed, and additional
tests should be written
in the space provided in
the form.
Essential Patient/Client Information
Reflected in the Laboratory Request Form

7. Date and Signature of the Requester

Essential Patient/Client Information
Reflected in the Laboratory Request Form
Essential Patient/Client Information
Reflected in the Laboratory Request Form
Essential Patient/Client Information
Reflected in the Laboratory Request Form
Essential Patient/Client Information
Reflected in the Laboratory Request Form
The Principle and Application of Laboratory Computer
Systems in the Sample Reception Area

The sample reception area plays an important role in the

pre-analytical phase of laboratory testing. Laboratory errors are
minimized if not totally eradicated if this section will apply proper
organization and traceability procedure.

Adopting a laboratory computer system will improve the

efficiency of the sample reception area because it will provide easy
and fast access to almost error-free information and ensure that
reports generated are accurate and provided in a timely manner. It
also provides control and oversight on the procedures performed in
the laboratory.
The Principle and Application of Laboratory Computer
Systems in the Sample Reception Area

The World Health Organization (WHO) has launched Laboratory Quality

Stepwise Implementation (LQSI). It is a tool that serves as a guide to medical
laboratories worldwide in implementing a quality management system which is compliant
with the ISO 15189 accreditation requirements. In the “Develop an Standard Operating
Procedure (SOP) for Sample Reception and Processing,” a LQSI activity, it is
recommended that the following procedures be included:

• The integrity of the sample must be checked before acceptance or rejection.

• Samples introduced in the register should be properly labeled to ensure traceability.
• The laboratory request should be reviewed by authorized personnel.
• There should be a procedure in place for handling special cases such as urgent
samples or verbal requests.
• Regular review of the required sample volume per test which may have changed over
time.
• Proper procedure for a sample rejection.
The Laboratory Sample Receipt/ Tracking Log Book
As part of the
procedure, the laboratory logs or
records all incoming samples in a
register or log book. A laboratory
identification number is assigned
to the sample and the
corresponding requisition form
could be written or entered into
the computer.

The register should

include the following information:
collection date and
corresponding time; receipt date
and time the specimen was
received; type of sample; name
of the patient and other personal
information; and tests requested
to be performed.